Western Carolina University

1. Western Carolina University Controller’s Office Capital Assets

2. Governing Standards • Office of the State Controller • University of North Carolina Finance Improvements and Transformation Project (UNCFIT)

3. Controller’s Office Responsibilities • To maintain and control the university’s inventory records • To update the asset records in the accounting system for information submitted on the WCU Asset Inventory Control Form, WCU Surplus/Disposal/Cannibalization Request, andSurplus Computer/IT Property Pickup(if applicable) • To assure each department verifies and certifies the annual departmental inventory

4. Fixed Asset PolicyFixed Asset Coordinator’s Procedures & Responsibilities Information & forms available here: • WCU’s Website • Controller’s Office • Fixed Assets

6. Fixed Asset Policy • Applicability, Ownership, and Title • Custody and Control • Each department is responsible for maintaining inventory controls and safeguarding all assets regardless of cost. Department/ Administrative Head is required to follow the University’s Policies and Procedures. • Equipment purchased through the university is property of the state and cannot be donated, traded-in (if used as partial payment on new equipment and/or not under warranty), sold, scrapped, or otherwise disposed of by the department who has custody of the equipment without prior approval from the Purchasing Department (Regina Cowan).

7. Fixed Asset Policy • Generally (rare exception), unless terms are more specific, when equipment is purchased from grants, ownership of asset belongs to the university, thus becoming state property; not individual or departmental property. • Contact Director of Grants, Nancy Wike, ext. 2498, with any questions concerning assets purchased from grant funding • Tracking of Equipment • Controller’s Office (IT/Non-IT =<5,000) • Information Technology (IT) • Fixed Asset Coordinator (FAC)

8. Fixed Asset Coordinator (FAC) • The FAC will serve as the liaison between the unit and the University’s Fixed Assets Accountant (Controller’s Office) for items recorded in the University’s Fixed Assets System and as the liaison to Information Technology for data processing items tracked by Information Technology. The FAC will become the unit’s resident fixed assets expert. • Pursuant to WCU Policy # 75, accountability for property purchased by (or for) a department, college, or other unit of the university is the responsibility of the Department/Administrative Head of that unit.

9. FAC’s Responsibilities Familiarity of tasks performed during the year • Asset Location Updates (timely manner) • Missing Asset (steps taken to locate) • Vandalized/Stolen Asset • University Police • Fixed Asset Accountant (Controller’s Office)

10. FAC’s Responsibilities Familiarity of tasks performed during the year • Gift/Donation • Prior to acceptance & receipt of gifted/donated asset, contact Office of Development • Fixed Asset Accountant (Controller’s Office) • Fabricated Assets (by assembly) • For gift/donation or fabricated assets, select no tag, mark appropriate box, and give detail information in the “Remarks” section on the WCU Asset Inventory Control Form.

14. FAC’s Responsibilities Familiarity of tasks performed during the year • Trade-Ins (used as partial payment on new equipment and/or not under warranty) • Permanently Transferred-Out Assets to Another University or State Agency • Notify Surplus Property Manager (Regina Cowan) • Surplus Property Manager contacts State Surplus Office (Raleigh) • If approved, Surplus Property Manager contacts the department; tags removed from asset(s) and sent to Fixed Asset Accountant, Controller’s Office, HFR 311B, (purple and red tag); IT Asset Coordinator Ed Lawson, Hunter Library H57 (green tag)

15. FAC’s Responsibilities Familiarity of tasks performed during the year • Asset Returned to Vendor (i.e. insufficient funds) WCU tag(s) removed and sent to appropriate personnel ▪ For trade-ins (used as partial payment on new equipment and/or not under warranty), assets permanently transferred out, and/or assets returned to vendor, complete the Equipment Return Form. Since the Department/Administrative Head’s signature is required, print, receive signature, and send the form to Fixed Asset Accountant, Controller’s Office, HFR 311B. Retain a copy in the department. ▪ For all trade-ins, remove WCU tags and send to appropriate personnel. New tags will be issued.

17. FIXED ASSET COORDINATOR Please send an email to all in your college or department notifying the importance of completing the WCU Asset Inventory Control Form and the Equipment Return Form referring them to the “Forms and Reports” page located on the website under Controller’s Office; Fixed Assets

19. FAC’s Responsibilities Familiarity of tasks performed during the year • Surplus • Disposals • Cannibalization

22. FAC’s Responsibilities Familiarity of tasks performed during the year • Annual Departmental Fixed Asset Inventory • Visual verification of asset – place “Y” in Y/N column • Note any asset updates in Comments column • List – IT tag (green) on spreadsheet if applicable • Remaining useful life 60 months or less (ignore zero) • Appropriate departmental individual evaluates and recommends extension of useful life (in years) and notes in Comments column • Completed inventory spreadsheet sent to Fixed Asset Accountant, Controller’s Office, HFR 311B • Copy retained in department

24. Capital Assets - Impairments • Impairment – An asset’s service utility has declined significantly and unexpectedly • Common Indicators ▪ Evidence of physical damage (e.g., fire or natural disaster) ▪ Changes in legal or environmental factors (e.g., asset does not meet certain requirements) ▪ Technological change or obsolescence (e.g., asset outdated and newer asset provides better service) ▪ Changes in manner or duration of use (e.g., asset no longer used prior to its useful life due to safety reasons ▶ GASB Statement 42

27. Internal Tracking • It is recommended that departments have internal tracking procedures for equipment not being tracked in the University’s Fixed Assets System or by IT. • http://www.wcu.edu/24064.asp

28. Suggested Excel Spreadsheet(For Departmental Use Only)

29. Significant Change of Event • Change in department head • Department or function moving from one building to another • Consideration should be made to perform interim physical inventories at the time of event • Management decision and based on risk factors and likelihood of assets becoming misplaced, not transferred, or stolen.

31. Western Carolina University Division of Information Technology Asset Management

32. IT Assets • Division of Information Technology (DoIT) charged with asset management for all IT assets that belong to WCU.

33. IT Assets • Computersa. Laptop & Tabletb. Desktop • Monitors • Network printers (not covered under Paw Print) • Serversa. Enterprise levelb. Snap • Enterprise level networkinga. Switchesb. Routersc. Wireless APs • Smart Boards • Data projectors installed in classrooms • All technology assets purchased by DoIT

34. All IT items $5,000 and greater will be tracked By the Controllers office and DoIT • Tracking of assets that are valued $5,000 and greater will be the responsibility of the Controller’s Office. These items will be tagged with a purple color tag. It is understood that some items $5,000 and greater may be an “IT” asset as well and will have both the purple tag and an IT asset tag which will be green. Older assets may still have the red WCU asset tag. Please do not remove any old tags.

35. Non-IT Assets • Tracking of assets that are valued under $5,000 and not listed as an IT asset will be the responsibility of the department/college. The department/college will be responsible for accounting for these assets directly to the WCU Controllers Office. DoIT will not be tracking these items unless purchased for the IT Department.

36. IT is highly recommended that departments track assets of significant value to their unit and highly mobile such as listed below. • Scientific equipment (including computer if needed) • Portable hard drives • Port replicators • Cameras of any kind • Keyboards / Mice • Portable CD drives • GPS systems • Smart devices - PDAs, Phones, etc.. • Label makers • Audio equipment • Specialized digital equipment - HVAC control systems, check writing machines, etc… This list is not intended to be all inclusive

37. IT Asset Lifecycle

38. Acquiring IT Assets Purchasing: • Department submits requisition to the Purchasing Department for purchase. • Purchasing places order for asset with “ship to” address specified by IT (currently warehouse). If you purchase directly from vendor make sure the asset is processed by IT. • Asset arrives at WCU. • Desktop Services & Asset management picks up asset from warehouse for processing.

39. Deploy Assets Desktop Services & Asset Management: • Assets are tagged and information is recorded into Cherwell. • If asset is a computer, it is prepped for WCU standards. • Asset is delivered to client and the Helpdesk is notified if additional setup is needed.

41. Manage Assets • The Division of Information Technology is using an inventory management system to track university owned technology assets. This system will allow IT to take a proactive stance towards computer replacement, integration of new technologies, and hardware upgrades for new software releases. • All IT assets that are being moved from one location to another must have an On-Line Inventory Control Form completed for the move. • All old IT assets not in new asset process are being manually tagged and entered into new system. • IT Assets that are Stolen or Lost should be reported immediately to DoIT and proper authorities, and an ICF must be submitted.

48. Retire Assets Reallocation and Surplus: • Anytime a computer that is no longer being used by an individual or department and is still useable, the individual/department may chose to reallocate the computer within the area or propose it to be used by other individual/department. When this situation occurs, IT must be contacted and an ICF must be completed. • All assets to be surplused will be submitted through the Purchasing Departments on-line form.